POLICY TEMPLATE 1.1.4
Return to Policy Office, VPFO
Twamley Room 314, 264 Centennial Dr., Stop 8378 - OR Email completed template to jen.dobrowski@und.edu
Policy Title:
Responsible Office:
Responsible Executive: Vice President for Finance and Operations
Section
1 – General
2- Finance
3 - Human Resources
4 – Payroll
5 – Facility Management
6 – Safety/Security
7 – Information Technology
Policy Number:
(assigned by Policy Office)
POLICY STATEMENT – Generally 2 to 4 sentences
The Policy Statement states the requirements or provisions which this policy is placing on/extending to the University
community, and why, but does not describe “how-to” procedures.
REASON FOR POLICY – Generally 2 to 4 sentences
The Reason for Policy recognizes the legitimate interests of all parties, describes the problem or conflict the policy will resolve, and
cites any legal or regulatory reasons for the policy.
SCOPE OF POLICY
The Scope of the Policy explains who is affected by the policy, who should observe it and follow its procedures, and who must
understand it in order to do their job.
This policy applies to all members of the University community and should be read by (check all that apply):
President
Vice Presidents
Deans, Directors & Department Heads
Area Managers & Supervisors
Faculty
Staff
Students
Others
Last Revised 6/29/2016
WEB SITE REFERENCES – To be completed by the Policy Office.
This policy:
Policy Office:
Vice President for Finance & Operations:
RELATED INFORMATION
This section should only include information that is directly related to the policy. The Related Information should be listed
alphabetically or chronologically and provide links for the reader.
 Other related University or SBHE policies
 Related University or NDUS procedures.
 Documents required to complete the procedures.
 Documents that provide helpful, relevant information.
 State laws or ND Century Code.
 Relevant programs or training courses.
Include link addresses when applicable.
Example - SBHE Policy Section 305.1(3)(g)
http://www.ndus.edu/policies/sbhe-policies/policy.asp?ref=2400
CONTACTS
The Contact section of the policy tells the reader who to contact with specific questions regarding the policy. The first item is usually
“Policy Clarification” which directs the reader to the Responsible Office. Other items relate to subject matter in the document about
which the reader may have follow-up questions.
General questions about this policy can be answered by your department’s administrative office. Specific questions should be
directed to the following:
Subject Matter
(alphabetical order)
Office Name
(NOT the name of
an individual)
Telephone
Number
Department E-Mail / Web Address
Example - Policy
Clarification
Finance &
Operations
Policy Office
(701) 777-4392
vpfo@email.und.edu
http://www.und.edu/dept/policyoffice/
Last Revised 6/29/2016
DEFINITIONS
List unique terms that, by being defined, would add to the reader’s understanding of the basic policy. Define unfamiliar terms,
technical terms, and terms which special meanings. List all terms in alphabetical order.
Example - Interim Policy
Provisional policy document issued when a University policy is needed within a
time period too short to complete the process described herein. It is in effect for
at least 6 months with possible extensions of six-month increments.
PRINCIPLES – the “Overview” section
The “Principles” section of a policy is an expansion of the Policy Statement, an “overview”. This section allows for a fuller
description of the contents than what was possible in the “statement” section. Generally 1 to 4 paragraphs.
Last Revised 6/29/2016
PROCEDURES
A Finance & Operations University policy at UND must contain procedures for compliance. This section will mirror the
“Responsibilities” section which outlines required actions by job function, whereas in the “Procedures” section, such actions are
listed by the tasks themselves.
RESPONSIBILITIES
Summarize the responsibilities of all University parties and offices named in the policy.
Example - Stakeholder
 When invited by the Vice President for Finance & Operations or Responsible
Office, comment on the draft policy in relation to its likely impact on members
of the University community.
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FORMS
List all related forms required for complance and reference how they can be obtained (website, office, etc.)
Example - Simplified Policy Template
http://www.und.edu/dept/policyoffice/html/policy%20tools.html
Last Revised 6/29/2016
APPENDICES - optional
Appendices are used for informational materials that are helpful, but not directly related to the implementation of the policy. List
corresponding appendices and attach separate documents. Include location where available.
Include link addresses when applicable.
Example Appendix 1 – Flowchart
Contact the Finance & Operations Policy Office
Appendix 1 –
Appendix 2 –
Appendix 3 –
Appendix 4 –
Appendix 5 –
Appendix 6 –
Appendix 7 –
Appendix 8 –
Appendix 9 –
Appendix 10 –
REVISION RECORD Track what type of changes or made and when
xx/xx/xxxx – Policy Implementation
 Signed by President Robert O. Kelley
Last Revised 6/29/2016